Reduce File Size is a Bluebeam Revu tool that allows you to reduce the size of PDF documents. PDFs with large amounts of metadata, such as markups, stamps, and hyperlinks, can also be large in size. If you need to share a PDF via email, the file’s size may impact the upload and download times. Additionally, the navigation within the PDF may lag if the document size is too large. Reducing the size of the PDF can help prevent any of these potential problems from occuring.

How Does Reduce File Size work?

Revu’s Reduce File Size tool will compress bitmap images and remove non-visible document data. The tool gives you various options to ensure the quality of your document remains as you need it. Reduce File Size will only affect raster content (scanned documents), and will have no effect on vector content.

Using this tool should be the last step when working with a document, as this tool is not able to be undone. If you have any flattened markups with Markup Recovery, you will not be able to unflatten them after reducing the file size. It’s recommended to create a copy of your document before attempting to use the tool. This will ensure that you still have access to your original PDF after the compression process.

This article will show you the basics of using the Reduce File Size tool in Bluebeam Revu. The following examples are from Bluebeam Revu 2019, but the process is the same within all versions of Revu.

Using Reduce File Size

Within Revu, open up the desired document. Remember, you can only use this tool on raster content; it will have no effect on vector content. From the Document menu, select Reduce File Size.

Reduce PDF file size using Document menu in Bluebeam Revu 2019

Adjusting Compression Options

A dialogue box will open with the options available for your file size reduction. Revu comes preloaded with several preset settings designed to balance document quality with compression. You can switch through these options using the slider bar.

Reduce PDF file size using Document menu in Bluebeam Revu 2019

If you want more control over the reduction settings, you can also create a custom setting by selecting Custom Preset > Edit.

Reduce PDF file size using Document menu in Bluebeam Revu 2019

A window will open where you can adjust the compression settings for the PDF’s images, fonts, and metadata. It may be useful to look at the colored bar at the bottom of this box to see what types of data are taking up space in your PDF. Down here, you can also keep track of the current file size and the estimated reduction.

Press OK to exit this dialogue box, then Save once you are ready to run the Reduce File Size tool. A dialogue box will appear, asking if you would like to Overwrite the previous document. I recommend selecting “No.” This will allow you to keep your original document if you need to make additional changes. If you select No, you will need to name and save your new document before running Reduce File Size.

Reduce PDF file size using Document menu in Bluebeam Revu 2019

Reduce File Size Results

The Reduce File Size Results window will open, showing you the original file size along, the new file size, and the percentage of overall reduction. 

In this example, I was able to reduce my PDF’s file size by 68.3%, bringing it down from 965 KB to about 306 KB. 

Once reduced, you can easily share your PDF with collaborators over email or file sharing system. Now, you no longer need to worry about the file size being too large or load times being too long.

Summary

Bluebeam Revu’s Reduce File Size tool allows you to quickly make your raster PDFs smaller, without sacrificing quality. This tool works by allowing Revu to compress bitmap images and remove unneeded PDF data. When running the tool, you can even determine the settings to use and what data to remove. When you’re done working with a PDF, it may be useful to run this process for more convenient sharing. However, it should be mentioned that there are a few limitations to this tool. First, the tool can only be used on raster, scanned documents – it will not affect vector data. Second, once run, the process can not be undone – this should be the last step when working with your document. With the right document type, Reduce File Size can be a powerful asset to ensure efficient collaboration.

If you have any comments, questions or suggestions, please use the comment section on the bottom of this page, and don’t forget to subscribe to our blog to get more Bluebeam tips & tricks directly in your inbox!

Lauren Hecker is a Bluebeam Certified Instructor and teaches Onsite Bluebeam Certified Courses, virtual Bluebeam Basics and Advanced courses, and custom onsite or virtual courses. To see her next open enrollment course, please visit our calendar. To schedule an onsite or custom course, please contact us!

4 Comments

  1. john p simko

    sometimes the reduce file size does not appear???

    Reply
    • Lauren Hecker

      Hi John,
      The Reduce File Size tool only works for scanned documents. If the option is grayed out from the Document menu, you might not have a document open. Try opening a scanned document in Revu and the option should be available from the Document menu.

      Reply
  2. Pedro C

    say you have a multiple documents to reduce file size, is there anyway to do them all at once? or do you have to do one by one?

    Reply
    • Lauren Hecker

      Hi Pedro,
      That option is available from the Batch menu, as long as you have Bluebeam Revu eXtreme.

      Reply

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